WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 78
7.30 pm, Tuesday 15 January 2019
Present: Adrian Olsen (Chair), Nicholas Orme, Louise Robertson, Mary Tovey, Liz Wheater
In attendance: Rebecca Burt and Oliver Butler, FirstPort Property Services
Minute taker: Imogen Olsen
1 Apologies for absence
1.1 Tao Tao Chou, Sally Duncan, Ann Hall, Adrian Mourby, Paula Reynolds, Hilary Sorensen,
Raquel Stremme; Rachel Dolacinski of FirstPort
The Chair said that the meeting was not quorate as only five members were present and
the quorum is seven. Therefore any decisions would have to be referred to the next
quorate meeting for ratification.
2 Minutes
Approval of the minutes from meeting 77, 20 November 2018
2.1 There was only one correction: a misspelling (page 1, line 7) where ‘Usnam’ should read
‘Usman’. The minutes were then approved as an accurate record subject to ratification
at the next quorate meeting.
3 Matters arising from the minutes
3.1 (3.1) The Living Waterways Award outdoor plaques were now completed and would be
put up at the two bridges the next time the contractors were in the area.
3.2 (3.2) The deadline for the first stage consultation process for the proposed Controlled
Parking Zone had now passed. Whether we proceed to Stage 2 will depend on how
much support has been shown. The Chair had asked the County Council to involve the
local boating community in the process and he had informed several boaters of the
proposal.
3.3 (3.4) FirstPort confirmed that a letter had been sent to residents/owners in Lark Hill
informing them of the decision not to install the alleyway gate.
3.4 (3.5) The bins left out in front of GreenSquare houses in Stone Meadow appeared to
have been moved to their proper place, so it was assumed that this problem had been
solved.
3.5 (5.3) There had been no further news regarding the teenagers spotted on the railway
line and reported by a resident to Network Rail.
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3.6 (6.3.9) FirstPort had not heard back from the owner of the unoccupied house at the
eastern end of Cox’s Ground; however, there had been no further reports of antisocial
behaviour at the back of the house. FirstPort would continue to monitor this area.
4 Negotiation with Berkeley Homes concerning transfer of estate freehold to WMC
4.1 In the absence of the director leading these negotiations, the Chair reported that
Berkeley Homes had provided a revised plan of the estate and had clarified all our
queries concerning boundaries and responsibilities. However the revised plan had
proved to contain more errors than the original and these errors were reported back.
We are awaiting a corrected plan.
4.2 FirstPort confirmed that any director could sign on behalf of WMC Ltd. The Chair said
that as and when the final agreement came to transfer the estate freehold from
Berkeley Homes to WMC it would be appropriate for the Chair to sign any
documentation.
5 Railway line developments
5.1 The consultant Giles Parker had been ill and subsequently abroad, but his delayed
report on the noise monitoring exercise was expected shortly.
5.2 There was no further news from the City Council about diesel pollution monitoring, and
it seemed the issue was in abeyance. However, there had been some discussion
nationally about diesel pollution from idling locomotives in main stations and goods
yards but it seems unlikely that any resultant action would be applied to smaller areas.
However, several residents in Cox’s Ground living close to the railway line and signal had
reported an improvement now that the new signalling work had been completed,
seemingly resulting in less idling.
6 Sub-Committee news round-up
6.1 Finance
6.1.1 The Treasurer thanked FirstPort for the new quarterly updates on the financial situation,
which she had found very helpful. FirstPort reiterated their warning that these figures
were raw data and that many apparently large sums would be reallocated before the
final budget. In particular the new higher insurance premiums resulting from the recent
estate revaluation would be re-allocated from the current holding codes.
6.1.2 The queries from a director on last year’s accounts had now been mostly answered, but
there was still one outstanding query regarding insurance commission, which FirstPort
had referred back to their insurance team.
6.2 Apartment Blocks Sub-Committee
6.2.1 There was much discussion of various roofing problems. The two blocks in Complins
Close whose roofs had been declared not to need replacement had turned out to need
new roofs after all. Scaffolding had been erected and the work was due to commence in
the following week. A few minor leaks caused by the various recent roofing works had
now been repaired. A new leak had occurred in 115-141 Frenchay Road and there was
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some confusion as to who was responsible for the repair, as it probably resulted from
work done in a previous year. (This was subsequently clarified.)
6.2.2 Exterior cleaning/redecoration of three blocks in EJW and Stone Meadow would take
place in the spring.
6.2.3 A resident had raised the question of mail being delivered to what looked like business
addresses in her apartment block which had been rejected by current occupants.
FirstPort advised that it seemed most likely that such post was intended for previous
occupants and that if it was not collected then it should be thrown out.
6.2.4 There now seem to be three short-term lets in The Waterways.
- FirstPort said that they had gone as far as they could with 92 EJW, whose owner had
passed them on to the letting agent, Chancellor’s. The agent reported that there was
now a one-year lease with an occupying tenant. FirstPort said that we could take no
further action at the moment but we should monitor the situation. - A director had spotted a housekeeping service working in 14 Clearwater Place.
FirstPort have spoken to the owner, who claimed that the current tenant uses the
housekeeping service. It was agreed that we should continue to monitor this flat, as we
now know exactly which one it is. - The third short-term let via airbnb appears from the map to be in Lark Hill, but it is
impossible to tell exactly where from the website entry and it may actually be in another
block. It was agreed to carry on monitoring this flat too.
6.2.5 It had been reported that the Clearwater Place bin store was much improved with the
new weekly cleaning schedule. It was agreed that therefore there was no need to
increase the cleaning to twice-weekly.
6.3 Gardening Sub-Committee
6.3.1 FirstPort said that as agreed at the last meeting they would send out a second letter to
residents who are keeping refuse bins in front of their houses, whether hidden or not, as
only one resident had taken action after the first request. FirstPort would consult the
Council refuse team about their lilac and blue plastic bag service for those unable to
manage a refuse bin, and add the information to the second letter. They would also
specify that administration charges would be made for further non-compliance. A draft
would be sent to the Chair. (The Chair subsequently asked for the letter to be sent to
absent owners as well as to residents.)
6.3.2 FirstPort reported that a meeting had been arranged between FP and the two owners of
the houses bordering the alleyway in Frenchay Road where there is a faulty gate and
where the garden fences bulge outwards into the alleyway. It was hoped that the lock to
the gate could then be repaired and the alleyway cleaned up.
6.3.3 Evergreen had installed new, stronger metal fencing to the gap used by illegal fisherman
to access the lake. We should monitor the previous weaker metal mesh left in place to
the side of the new structure to ensure it does not allow access.
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6.3.4 New graffiti had appeared on the end wall by the lake. The Chair had asked Poly Smart,
the City Council’s graffiti tsar, for a quote to remove it but he has not had a reply so far.
FirstPort said they had specialist contractors who could remove it and this should be
done before the proposed climbers were planted in the spring.
6.3.5 Evergreen had quoted £7000-plus for various extra jobs around the estate, including
replanting the lakeside area. Evergreen had been given the orders to start forthwith on
the list of jobs, though planting would have to wait until the worst of the cold weather
passes. It was also agreed that the Gardening Sub-Committee would be consulted on
the various shrubs to be planted, particularly in the lakeside area.
6.3.6 FirstPort reported that they had met the tree surveyor who had been asked to look at
the alders in Frenchay Road and across the estate. He recommended that the four
alders on WMC land on the west side of Frenchay Road should be felled and he said that
they now represent a trip hazard because of the root action on pavements and parking
areas. His written report would not cover the privately owned alders on the west side of
the road. It was agreed that replacement of these trees would be very difficult, if not
impossible, and that the whole matter would have to be discussed at the AGM as a
standard item on the agenda, with residents being warned in advance. FirstPort would
circulate the surveyor’s report when it arrived. (Subsequently it was agreed to hold a
meeting with relevant Frenchay Road residents rather than referring the matter to the
AGM.)
6.3.7 The gardening contract would be put out to tender shortly and FirstPort asked for any
local recommendations. The Oxford University Parks department were mentioned,
although they had proved to be very expensive in the last round of tendering. A director
agreed to ask a contact in the Waterside estate who they used.
6.3.8 FirstPort had received the first quote for the replacement of paving slabs in three areas.
This amounted to £42,000 plus VAT, considerably higher than anticipated. Five further
quotes were awaited and it was hoped they would be lower.
6.3.9 The Chair reported that Stuart Divall was still working on the specification for the new
stone weirs to be installed in the silt trap next the canal tow path, while closely liaising
with James Barlow from the City Council on the flood risk assessment. The Council
would require a maintenance schedule and the Chair had written to Stuart Divall to offer
suggestions and ask for his advice. The form to be submitted to the City Council for
permission to install the weirs has to come from the owners of the system which would
have to WMC. So the freehold transfer from Berkeley Homes would need to be coordinated with this. It was agreed that the next silt clearance should not take place until
just before the stone weirs are installed.
6.3.10 Some residents had asked whether the southern path from the Frenchay Road bridge to
the canal towpath could be resurfaced to match the upgrading of the towpath. One
director who uses this path regularly reported that it was not a problem as it is well
drained and not very muddy. It was agreed that the path did not need resurfacing,
particularly as there is a surfaced path to the canal on the other side of the road.
6.3.11 The Canal and River Trust had repaired the damaged Thames Water inspection chamber
cover on the canal towpath, though the repair had not yet been tested by heavy rain.
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6.3.12 The Chair asked FirstPort to remind Evergreen again that the entrances to the two
culverts in the swale should be regularly cleared of debris. He had himself cleared them
several times but the debris rapidly accumulates and needs frequent attention. The
debris does not stop the water from flowing but slows it down and so it remains in the
swale for longer. FirstPort agreed to check whether there was a problem with the lock
on the gate leading to the swale from Ryder Close.
6.3.13 There was some discussion as to what preparations, if any, should be made for snow. It
was concluded that this was really a matter for the WRA as it affects all Waterways
residents. A director [LR] will write an information piece for possible inclusion on the
WRA Facebook page, and FirstPort offered to send this out to residents as part of their
‘email alert’ system.
6 Scrutiny Sub-Committee
6.1 There had been no meeting and there was nothing to report.
7 Feedback
7.1 Nothing had been received on the Feedback web page.
8 WRACIC
8.1 The Christmas hog roast had been a great success.
8.2 FirstPort had ascertained that, if the WRA’s generator were to be stored in an
apartment block bin store, then it would be covered by their insurance as long as it was
kept empty of fuel and enclosed in a metal container.
9 Managing Agent
9.1 The lift in a Frenchay Road apartment block had broken down and the parts were now
obsolete. This meant that a conventional repair would be so expensive that it would
require a Section 20 consultation process. A cheaper and therefore swifter alternative
solution had been found by sourcing a replacement part from a different supplier and a
decision was now required. As one of the residents was pregnant, it was agreed to opt
for the quicker repair. The meeting being inquorate, the ABSC would have to confirm
this decision, perhaps by email to speed things up.
10 Any other business
10.1 None.
11 Dates of next meetings
11.1 Tuesday 19 March 2019, at 7.30 pm in the Community Room.
11.2 The date for the AGM was fixed as Thursday 9 May 2019 at 7.30pm. The Woodstock
Road Baptist Church would have to be booked by the Secretary.